Procedures for outgoing Erasmus students 2023/2024

Financial contributions as described in Art. 6 to the 2023/2024 Erasmus+ for study Call for Applications.
A first instalment ofboth contributions, amounting to the 70% of the estimated total, will be paid before the mobility. The final instalment, if due, will be paid at the end of the mobility period (see the Call for terms and regulations).

• Grant from the European Commission, only for actual number of days of physical mobility, for up to the maximum number of months set in the student’s grant agreement (periods of extension excluded), in compliance with the regulations set in the 2023/2024 Erasmus+ for study Call for Applications. The daily/monthly amounts for this grant are specified in Annex 1 to the 2023/2024 Erasmus+ for study Call for Applications;
• Contribution as a reimbursement of expenses with University funds, only for travel expenses to and from your destination and local transportation during the mobility, upon submission of the relevant receipts at the end of the mobilty, in compliance with the regulations set in the 2023/2024 Erasmus+ for study Call for Applications, for the following amounts:
  • Up to 300€ per participant, for long-term mobilities;
  • Up to 100€ per participant, for short-term mobilities from 5 to 14 days (PhD students);
  • Up to 50€ per participant, for short-term mobilities from 15 to 30 days (PhD students).

A first instalment of the grant from the European Commission, amounting to the 70% of the estimated total grant, will be paid before the mobility. The final instalment, if due, will be paid at the end of the mobility period (see the Call for terms and regulations).
The reimbursement of expenses with University funds will be paid at the end of the mobility, upon submission of the relevant receipts.

• Long-term mobility: it cannot last for less than 60 days and must not exceed 12 months. Exceptions to the minimum duration can be made only in case the partner university confirms that the official term lasts for less than 60 days;
• Short-term mobility for PhD students: it cannot last for less than 5 days and exceed 30 days;
• A virtual mobility period can be combined with all mobilities, provided that the host university agrees;
• It must take place between 15/07/2023 and 31/07/2024;
• It must take place without interruption.

The Mobility Unit will submit your details to the host university and will inform you.

After the nomination, check the application procedure and deadlines for incoming Erasmus students on your host university website. It is your responsibility to prepare and submit the necessary documentation within the deadlines established by the host university, which might turn down your application if you fail to submit the documents on time. 

ID or passport
Check that your ID or passport are valid for the entire mobility period. Some non-EU countries participating in the Programme (like Turkey) require an entry visa, which must be applied for in advance at the host country’s embassy/consulate in Italy.
For more information, please see www.viaggiaresicuri.it [ITA].

Health insurance 
Contact your local health authority (ASL) to find out if your European Health Insurance Card (EHIC) entitles you to healthcare in your chosen destination country or whether you need supplementary health insurance. For detailed information on all countries see the website of the Ministry of Health [ITA].

If you are a NON-EU citizen 
Please, make sure well in advance:

• that you hold all the travel documents required to enter and stay in the country of your mobility, by contacting the host institution to receive information concerning the necessary documents for your stay in the country (immigration policies may vary from country to country);
• to apply for the necessary documents by contacting the competent authorities (consider that the application procedures for travel documents may take more than 90 days);
• that you hold a valid Italian stay permit when you return to Italy.

The Immigration Team is available for support ( immigrationteam@unive.it).

Before signing the Grant Agreement, you will have to sign the Online Learning Agreement (OLA) that is a document listing all the activities you will carry out during your mobility and their recognition at Ca' Foscari upon your return.

In order to prepare your OLA you must:

• check the website of the host university and find the modules that can be compatible with your study plan, as per what specified for each destination;
• get in contact with your academic coordinator at Ca' Foscari (Departmental Coordinator) in order to submit a draft proposal of your OLA;
• after your academic coordinator at Ca' Foscari has approved your proposal, create your OLA through the online platform, so that it can be signed by your academic coordinators at Ca' Foscari and at the host university.

More information about the OLA platform will be provided by the International Office - Mobility Unit.

If you plan to carry out research activity for your thesis, you can fill in the Learning Agreement for Research Activities only in addition to the OLA. If you are a PhD student, you can fill in the Learning Agreement for Research Activities only.

In this document, you will have to describe the research activities you will carry out during your Erasmus+ mobility, as agreed with your thesis supervisor at Ca’ Foscari.

You do not need to be assigned a tutor by the host university: you can carry out the research activity independently.

Before leaving, you must sign your Grant Agreement, otherwise your mobility cannot start. You will be contacted via e-mail by the Mobility Unit to be informed about the date and procedures to sign the agreement.

You will be required to take an online language test before the mobility. The Mobility Unit will contact you to provide you with further information.

Read carefully the information available at www.viaggiaresicuri.it [ITA] and inquire about the general standard of safety of your destination.

Fill in and have the Erasmus Office at the host university sign the Confirmation of Arrival. Send it within 7 days from the beginning of your mobility to  erasmusout@unive.it.

If you combine a period of virtual mobility with a period of physical mobility, fill in and send the Certificate of Beginning of Virtual Activities

You must complete them within 30 days from the beginning of classes.

You may undertake an internship during your Erasmus+ mobility for studies. Remember that:

• it must not last for more than 2 months;
• it must be included in your OLA;
• it must be carried out under the patronage of the host university;
• at the end of the traineeship, the host institution must issue a report of the activities that you carried out, including their duration (days and hours) and a final evaluation.

If you wish to extend your mobility period, you must do the following at least one month before the date of expected return, as per your Grant Agreement:

• fill in the Extension of the mobility period form;
• fill in the changes to the OLA to add the activities that you wish to carry out during the extension period, if you decide to request an extension for an entire semester; 
• get the forms signed and send it via email to the International Office - Mobility Unit ( erasmusout@unive.it).

If you have opted for a sustainable means of transport to reach your destination and go back to Italy, in order to receive the green travel contribution, you must do the following at least one month before the actual conclusion of your mobility (as per your confirmation of departure):

• send via email the outward and return tickets
• fill in and send via email the Declaration on Honour that you can find among the attachments

At the end of your Erasmus+ mobility period, please get the Confirmation of Departure signed by your host university and send it to  erasmusout@unive.it as soon as possible.

The date indicated in the Confirmation of Departure must correspond to the date of actual conclusion of your academic activities at the host institution.

If you conclude your mobility with a virtual period, fill in the Certificate of Conslusion of Virtual Activities.

The Transcript of Records (a document that certifies the activities carried out) is issued by the host university and sent either to you or to the Mobility Unit. If you receive it, send it to  erasmusout@unive.it.

The Tor is usually issued approximately one month after the end of the mobility period.

As soon as the Mobility Unit receives your ToR, you will receive instructions about the credit recognition procedure. 

The conversion of exams must be carried out according to the Recognition of Study- abroad Periods section of the website.

Please remember that:

• it is not possible to refuse the exam grades featured as passed into the Transcript of Records;
• it is not possible to carry out the recognition of partial exams at Ca' Foscari. In case you only pass some of the components needed for the recognition of a single exam at Ca' Foscari, those components will be registered with their original title as extra credits within the limits imposed by your study plan;
• it is not possible to recognise exams  that are not included in both your Transcript of Records and OLA.

In order to allow the International Office - Mobility Unit to submit the Final Report of the Programme, you must send all the documentation regarding your mobility by 11/08/2024.

Only students eligible for the contribution as a reimbursement of up to 300€ (students with an ISEE indicator amounting to more than 24,000€ or without ISEE certificate), can request the reimbursement of the following expenses:

• travel costs (outward and return journey to and from the assigned destination  - no mid-term journeys);
• local transportation (at the assigned destination during the mobility period)

Students will need to send us via e-mail the relevant receipts including their names and the nature of the expense, upon return from the mobility, after sending the Confirmation of Departure, together with the self-declaration form related to the costs incurred.

Please note that, in any case, the above-mentioned documentation must be sent by 5th August. Later requests will not be taken into consideration.

At the end of the credit recognition procedure, you will be requested to complete your Individual Participant Report (EU SURVEY).

The Buddy programmes offer a helping hand and an opportunity for language and cultural exchange between international and Ca’ Foscari students. After your return you can continue to enjoy an international university experience by participating in the Ca’ Foscari Buddy Programme or by joining one of the student associations at our university.

For more information go to the section of the website dedicated to Buddy Programmes and to student associations.